The collaboration tools built into Microsoft Word and Google Docs can be used in two ways. One, you can use the collaboration tools to work on a writing project with a partner or team. Two, you can request feedback from a peer, supervisor, instructor, or tutor during the revision and editing phase of writing.
The collaboration tools include a sharing feature, comment feature, digital highlighting, suggest edits feature, and revision history.
The benefits of using collaboration tools in word processing documents:
- The share feature facilitates easy collaboration allowing partners or team members to work in the same document simultaneously.
- The commenting tool offers clear communication since users can select specific sections, sentences or words in which to ask questions, add suggestions, or request clarification.
- Highlighters help identify specific sections with comments making it easier to understand and address the feedback.
- The suggest edits features streamlines the review process and gives you the authority to accept or reject changes.
- A tracking changes feature or revision history feature helps you understand the evolution of the document and allows you to refer back to previous versions if needed.
Begin using collaboration tools by logging into your free Microsoft account and free Google account.
Microsoft: Collaboration tools
Share button in Word Online
- To Share a document electronically, press the Share button in the upper right corner.
- In the pop-up window, type an email address (or type a name, if the email address is in your contacts or your organization’s directory).
- Press Send.
Microsoft Support article: Share and collaborate in Word for Windows
Insert Comment in Word Online
Use a comment box in Word Online to type your thoughts or offer additional information.
- Select text.
- In the pop-up window, click New Comment. Or in the menu, press the Insert tab then New Comment.
- Type in the comment box.
- Press the Post Comment button (paper airplane button). Repeat steps 1-4.
- To view all the comments, select the Review tab. Click Show Comments. Now, you have all the main concepts stacked in the side bar to review.
Microsoft Support article: Insert comments in a document
Highlight text in Word Online
The comment feature in Word does not highlight the text corresponding to the comment. You can use the Highlighter in Word to highlight the areas related to the comments.
- Use the mouse to select text.
- Press the Highlight button (marker icon)
- Use the drop-down arrow on the Highlight button to change the highlighter color, if desired.
Microsoft Support Article: Highlight your text
Option to track changes
- Select the Review tab.
- Click Track Changes and make a selection.
The options for tracking changes are more limited for Word Online than the options in the paid versions.
Microsoft Support Article: Track changes in Word
Google: Collaboration tools
Share button in Docs
- To Share a document electronically, press the Share button in the upper right corner.
- In the pop-up window, type an email address (or type a name if the email address is in your contacts or organization’s directory).
- Press Send.
Insert Comment in Docs
Insert a comment box in Google Docs to type your thoughts or offer additional information.
- Select text. The text will remain highlighted.
- Right-click and select Comment. Or in the menu, click the Insert tab then Comment.
- Now, type in the comment box.
- Press the Comment button when finished typing. Repeat steps 1 -4.
- All of the Comments will be stacked to the side of the document.
Google Help article: Use comments & action items
Suggesting Edits in Docs
A peer editor can suggest changes to a document without changing the original text. If you approve of the suggestion, you can choose to make the change.
Google Help article: Suggest edits in Google Docs
View the revision history
As you or team members add more information to the document, you can track the changes using the Version History tool.
- Click File.
- Select Version History and then See Version History.
Google Help article: Find what’s changed in a file
More tools for getting started on a writing project
Explore all the tech tools to help you get started on a writing project. First, break the assignment into small manageable pieces. Then, just let your thoughts free flow. Capture those thoughts using a graphic organizer or a dictation tool. Next, organize your ideas and find a template to provide structure to your writing. And use collaboration tools if working with a group and/or for peer review and editing.
- Break the writing task into small steps. Use a digital calendar with reminders for each step.
- Brainstorm and organize ideas using a graphic organizer
- Structure writing with a document template
- Record ideas or write a draft using a dictation tool
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Related posts
- Research Phase of Writing: Learn about digital support tools for reading comprehension from the Reading Toolkit page.
- Editing Phase of Writing: Learn about digital support tools for writing conventions (spelling, capitalization, punctuation, and grammar) from the Writing Toolkit page.